Recruitment Selection Guidance

8/9/2019 Recruitment Selection Guidance

1/81

Recru i tment ,

Se lec t ion

&

Ret ent ion Guide


2/81

Page 2 of 81Recruitment & Selection Packzero14plus

INDEX

Introduction Page

Tackling Recruitment & Selection

Define your Requirements

Agree on the Selection Panel Members

Identify a Job Description

Design a Person Specification

5

5

5

6

6

Advertising

Advertising the Vacancy Page 24

Creating an Advert Page 25

zero14plus Advertisement Form Page 26

Sample Advertisement for Manager Page 27

Sample Ad for Full-time qualified Nursery Nurse Page 28

Setting Timescales Page 29

The Application Process Page 29

Sample Application Form Pages 30,31,32

Shortlisting Applicants Page 33

Interviews Pages 34, 35

Sample Job Descriptions

Cleaner Page 7

Cook Page 8

Trainee/Modern Apprentice Pages 9, 10

Nursery Assistant Pages 11, 12

Nursery Nurse Pages 13, 14

Senior Nursery Nurse/Team Leader Pages 15, 16

Deputy Manager/Officer-in-Charge Pages 17, 18

Manager/Supervisor Pages 19, 20

Playworker Pages 21, 22

Playleader/Co-ordinator Pages 23, 24

Sample Interview Questions

Nursery Assistant Page 29

Nursery Nurse Pages 30,31

Manager Pages 32,33


3/81


4/81


I n t roduc t ionSuccess in recruiting and retaining the right staff is at the heart of improving the well-being of childrenand families as well as being the key to a flourishing business. Recruiting and selecting the right staff,at the right time, for the right roles, is fundamental to the success of your business and its ability todeliver quality childcare, early years and/or play provision. Thus, the quality of your staff and the range of

their skills, knowledge and qualifications can be taken as a direct indicator of the quality of the provisionoverall.

Its not just about good business sense either. It could have a dramatic impact on your Ofsted inspection.Previously, Ofsted took on the role of checking the suitability of new staff in settings, but from October2005, this became the responsibility of the employer, or Registered Person. Ofsted inspectors arelooking for evidence of a thorough and carefully managed recruitment and selection process, withemphasis on appropriate checks and vetting procedures to safeguard the children in your care. Thisincludes evidence of CRB checks, references, employment history, medical declaration, qualifications,and evidence of a robust recruitment and selection process, for each staff member. Ofsted will continueto manage the suitability checking process for managers and people wishing to set up new day careprovision.

So it makes sense to adopt appropriate policies and procedures for the process of Recruitment andSelection, which can be tailored to suit each type of role being recruited. This guide is designed to helpyou to work through these steps, and make the process more manageable. You may also find the SureStart publication Recruitment and Retention: A Good Practice Guide for Early Years, Childcare andPlaywork Providers useful. If you would like a copy, please contact DfES Prolog, on 0845 60 22 260 oremail [email protected] quoting the publication reference GPGproviders.

Good Luck!

Registration Support TeamWorkforce Development TeamJanuary 2006

zero14plus, The Devon Early Years and Childcare ServiceKingfisher HouseWestern WayExeterDevonEX1 2DE

Tel: 0800 056 36 66www.devon.gov.uk/zero14plus


5/81


6/81


7/81


SAMPLE J OB DESCRIPTION - CLEANERLittle Tinkers Nursery, Anytown, Anywhere

Purpose of Post

To provide a high standard of hygiene and cleanliness throughout the Nursery.

Key Areas

Develop routines to ensure all areas of the Nursery are maintained to high standard of cleanliness.

Responsible to

Manager / Supervisor

Hours of Work

Monday to Friday, 7.5 hours per week (1.5 hrs per day)

Pay

XXX per hour

Main Duties

1 Empty and wash out bins in all rooms;

2 Tidy and dust Staff Room;

3 Tidy and dust Offices;

4 Vacuum carpets;

5 Clean Nurserys toilets, staff toilets and hand basins;

6 Wash floors in laundry, kitchen, bathroom and the Nursery;

7 Wipe around surface in kitchen;

8 Damp dust where appropriate;

9 Keep a check on cleaning materials and re-order via the Manager;

10 Lock or unlock the building securely;

11 Undertake any other duties as may be required from time to time.


8/81


SAMPLE J OB DESCRIPTION - COOKLittle Tinkers Nursery, Anytown, Anywhere

Purpose of Post

To organise, cook and prepare a healthy balanced diet for children aged 0 to 12 years

Key Areas

Nursery food;

Hygiene, Health and Safety.

Responsible to


Hours of Work

Monday to Friday, 11.30am 1.30pm (10 hours per week)

Pay

XXX per hour

Main Duties

1 To be the budget holder for the Nursery of food and associated goods for the Nursery;

2 To be responsible for the purchase of such;

3 To be responsible in conjunction with the Manager for planning menus;

4 To keep weekly accounts of such expenditure;

5 To co-ordinate the serving of the mid-day meal;

6 To wash-up crockery and cutlery;

7 To be responsible for hygiene and Risk Assessment within the kitchen area.


9/81


SAMPLEJ OB DESCRIPTION - TRAINEE / MODERN APPRENT ICELittle Tinkers Nursery, Anytown, Anywhere

Purpose of Post

1 To be trained to undertake same responsibilities as a Nursery Nurse or Nursery Assistant;

2 To contribute to a high quality caring environment for children. This includes creating a warm,

friendly and stimulating atmosphere in which the children can develop emotionally, socially and

educationally through individual attention and group activities.

Key Areas

1 To work with children;

2 To attend training;

3 To complete all assignments set;

4 To be part of a team;5 To attend associated training;

6 To liaise with mentor.

Responsible to

Mentor/Nursery Manager/Supervisor

Duties and Responsibilities

1 Going to College and completing assignments on time;

2 To attend team meetings and inputting ideas;

3 Under supervision to provide all aspects of care for children including washing, changing and

feeding;

4 To assist with meeting the personal and emotional needs of individual children;

5 To provide adult interaction with children in the Nursery;

6 To be aware of the Nurserys confidentiality policy.


10/81


Team Work

1 Support all staff and engage in a good staff team;

2 To attend ALL out of working hours activities, eg training, monthly staff meetings, parents

evenings, summer fayre, Christmas party, etc.

General1 Contribute to good standards of hygiene and cleanliness in the Nursery;

2 To undertake such other duties and responsibilities of an equivalent nature, as may be

determined by the trainees supervisor from time to time;

3 The trainees duties must at all times be carried out in compliance with the Nurserys Equal

Opportunities policy;

4 Look upon the Nursery as a "whole" where your help can be most utilised, be constantly aware of

the needs of children;

5 To respect the confidentiality of information received;6 To ensure the Nursery is a high quality environment which meets the needs of individual children

from differing cultures and religious backgrounds, and stages of development;

7 To be aware of the high profile of the Nursery and to uphold it's standards at all times;

8 To be aware of all emergency and fire evacuation procedures;

9 To be aware of sections 7 & 8 of the Health and Safety at Work Act 1974;

10 To understand that as part of training you will be required to move to other parts of the Nursery.


11/81


SAMPLE J OB DESCRIPTION NURSERY ASSISTAN TLittle Tinkers Nursery, Anytown, Anywhere

Purpose of Post

1 To contribute a high standard of physical, emotional, social and intellectual care for children

placed in the Nursery;

2 To give support to other personnel within the Nursery;

3 To implement the daily routine in the base room.

Key Areas

1 Work with Children;

2 Team Work;

3 Liaise with Parents.

Responsible to


Hours of Work

Monday to Friday, 8.30am 6pm

Pay

XXX per hour/ year


1 To contribute to a programme of activities suitable to the age range of children in your area in

conjunction with other staff;

2 To keep a proper record of achievement file on your key children, for parents;

3 Work alongside parents of special needs children to provide full integration in the Nursery;


5 Liaise with and support parents and other family members;

6 To attend ALL out of working hours activities, eg training, monthly staff meetings, parents

evenings summer fayre, Christmas party, etc;

7 To be flexible within working practices of Nursery. Be prepared to help where needed, including

to undertake certain domestic jobs within the Nursery, eg preparation of snack meals, cleansing

of equipment etc;

8 Work alongside the manager and staff team to ensure that the philosophy behind the project is

fulfilled;


12/81


9 Recording accidents in the accident book. Ensure the manager has initialled the report before the

parent receives it;

10 Look upon the Nursery as a "whole" where can your help be most utilised, be constantly aware of


11 Ensure child is collected by someone known to Nursery;

12 To respect the confidentiality of information received;13 To develop your role within the team especially with regard as a key worker;

14 Specific Child Care Tasks:

The preparation and completion of activities to suit the child's stage of development;

To ensure that mealtimes are a time of pleasant social sharing;

Washing and changing children as required;

Providing comfort and warmth to an ill child;

15 To ensure the Nursery is of a high quality environment to meet the needs of individual children

from differing cultures and religious backgrounds, and stages of development;

16 To be aware of the high profile of the Nursery and to uphold its standards at all times.


13/81


SAMPLE J OB DESCRIPTION NU RSERY NU RSELittle Tinkers Nursery, Anytown, Anywhere

Purpose of Post

1 To provide a high standard of physical, emotional, social and intellectual care for children placed

in the Nursery;



Key Areas

4 Work with Children;

5 Team Work;

6 Liaise with Parents.

Hours of Work


Pay

XXX per hour/year

Responsible to

Nursery Manager / Supervisor


1 Operate a programme of activities suitable to the age range of children in your area in

conjunction with other staff;

2 To keep a proper record of achievement file on your key children, for parents;

3 Work with parents of special needs children to give full integration in the Nursery;



6 To be involved in out of working hours activities, eg training, monthly staff meetings, summer

fayre, Christmas party, etc.;

7 To be flexible within working practices of the Nursery. Be prepared to help where needed,

including to undertake certain domestic jobs within the Nursery, eg preparation of snack meals,

cleansing of equipment etc.;

8 Work alongside the manager and staff team to ensure that the philosophy behind the project is

fulfilled;


14/81


9 Recording accidents in the accident book. Ensure the manager has initialled the report before the

parent receives it;

10 Look upon the Nursery as a whole where can your help be most utilised, be constantly aware of


11 Ensure child is collected by someone known to Nursery;

12 To respect the confidentiality of information received;13 To develop your role within the team especially with regard as a key worker;

14 Specific Child Care Tasks:

The preparation and completion of activities to suit the child's stage of development;

To ensure that mealtimes are a time of pleasant social sharing;

Washing and changing children as required;

Providing comfort and warmth to an ill child;

15 To ensure the Nursery of a high quality environment to meet the needs of individual children from

differing cultures and religious backgrounds, and stages of development;

16 To be aware of the high profile of the Nursery and to uphold its standards at all times.


15/81


SAMPLE J OB DESCRIPTION SENIOR NURSERY NU RSE /TEAM LEADERLittle Tinkers Nursery, Anytown, Anywhere

Purpose of Post

1 To ensure a high standard of physical, emotional, social and intellectual care for children placed

in the Nursery;



Responsible to


Hours of Work


Pay

XXX per hour/year

Main Duties

1 Formulate and operate a programme of activities suitable to the age range of children in your

area in conjunction with the Manager;

2 Prepare the children's records in your group and institute reviews for parents, in conjunction with

the Manager;

3 Work with parents of all children to achieve full integration in the Nursery;

4 Foresee the needs of all children and give physical, emotional, intellectual guidance as

appropriate;



7 Liaise with the Local Authority and other professionals associated with the Nursery;

8 Attend monthly staff meetings outside working hours;

9 Undertake certain domestic jobs within the Nursery, eg preparation of snack meals, cleansing of

equipment and such other duties and responsibilities of an equivalent nature as may be

determined from time to time by the manager;

10 Participate in the training programmes of a wide variety of students (ie placements and

volunteers), by giving guidance and support;

11 Work alongside the Manager and staff team to ensure that the philosophy behind the project is

fulfilled;


16/81


17/81


SAMPLEJOB DESCRIPTION DEPUTY MANAGER /OFFICER-IN-CHARGELittle Tinkers Nursery, Anytown, Anywhere

Purpose of Post

1 To work under the direction of the manager and deputise for him/her as and when required;

2 To support the aims and objectives of the Nursery and assist the manager in the organisation of

a high quality establishment for children from birth to 5 years;

3 To provide high standards of childcare and education to include the monitoring and reviews of

Nursery, this includes providing a safe, caring environment to enable the emotional, social and

educational development of children, through individual attention and group activities;

4 To direct and support staff as agreed by the Nursery manager.

Responsible to


Hours of Work


Pay

XXX per hour/year

Main Duties

1 To promote the aims and objectives of the Nursery;

2 To promote the high standards of the Nursery at all times to parents, staff and visitors;

3 To assist the manager in showing parents around the Nursery facilities and sending out

information;

4 To ensure the Nursery of high standard of physical and emotional care;

5 To lead a team of professional workers and to ensure good practice at all times;

6 To assist the manager in setting and implementing objectives and policy for the Nursery;

7 To assist with the planning and organisation of staffing schedules and holiday rotas to ensure

adequate staffing levels are maintained in accordance with Local Authority guidelines and

Nursery procedures;

8 To assist with the implementation of administrative procedures involved with: - registration, place

allocation, and other related matters;

9 To assist with the development and implementation of systems to monitor and record child

development;

10 To assist with the preparation and maintenance of materials and equipment;


18/81


11 To be responsible for the Health and Safety standards appropriate for the needs of young

children and ensuring staff compliance and awareness;

12 To ensure high standards of hygiene and cleanliness are maintained at all times;

13 To ensure the Nursery of a high quality environment to met the needs of individual children from


14 To ensure confidentiality of information received;15 To assist with staff development and training;

16 To assist the manager in the supervision of training of students in placement within the Nursery;

17 Liaise with parents, other family members and staff to help ensure that the particular needs of

children are met and that parental choice is considered in terms of care given;

18 To liaise with outside agencies as required;

19 Assist the manager with the efficient upkeep of the building and maintenance/stock of equipment,

furnishings and fittings;

20 Maintaining staff awareness of fire drill in accordance with the code of practice;21 To attend monthly staff / planning meetings and training sessions outside working hours;

22 To undertake such other duties and responsibilities of an equivalent nature as may be

determined from time to time by the Nursery manager;

23 To deputise for the manager in their absence.


19/81


SAMPLE J OB DESCRIPTI ON MA NAGER / SUPERVISORLittle Tinkers Nursery, Anytown, Anywhere

Purpose of Post

1 Ensuring a high standard of physical, emotional, social and intellectual education and care for

children placed in the Nursery;

2 Supervision of and support to the other personnel within the Nursery therefore implementing high

standards of quality practices;

3 The day to day management of the Nursery in terms of marketing and administration.

Key Areas

1 High Standards of Care and Education of the Children;

2 Team Building and Staff Management;

3 Marketing and Business Development.

Responsible To:

Proprietor / Management Committee / Senior Team

Hours of Work


Pay

XXX per hour/year

Main Duties

1 To provide a high standard of quality care and education;

2 Be aware of and act in accordance with current legislation, policy and procedures;

3 To be responsible for all Nursery staff, after school workers, cook, cleaners, students and

voluntary workers. Supervising and supporting all personnel within the Nursery in their day to day

duties including recruitment and induction, appraisal, training and development, individual

supervision and discipline;

4 Working in partnership with parents / carers and other family members;

5 Liaising with the Local Authority and other professional bodies associated with the Nursery;

6 Overseeing the efficient upkeep of the building and maintenance/stock of equipment, furnishings

and fittings;

7 Being responsible for all administrative duties associated with the management of the facility, eg

maintaining records on the children and their families, ordering equipment, maintaining aninventory, keeping personnel records;


20/81


8 Being responsible for the collection, recording and banking of fees together with administering a

petty cash budget;

9 Co-ordinating with appropriate agencies regarding trainee placements and supervising

accordingly;

10 Co-ordinating /chairing staff meetings as appropriate including agendas and minutes;

11 Establishing and maintaining effective communications links with other agencies;12 Market and advertise the Nursery as necessary to ensure the Nursery runs to its full capacity.

This job description works alongside those of all other personnel. The managers responsibility is to

ensure that the staff team are working to their full potential.


21/81


SAMPLE J OB DESCRIPTION - PLA YWORKERLittle Tinkers After School Club, Anytown, Anywhere

Purpose of Post:

1 To assist the playleader in providing a caring, secure environment, through individual attention

and group activities, and to organise appropriate range of leisure activities for children between

the ages of 4 and 11.

Key Areas

1 Activity Planning;

2 Liaison;

3 Supervision and Care of Children;

4 Direct Playwork.

Responsible to:

Playleader

Hours of Work

Monday to Friday, 3.30pm 6pm

Pay

XXX per hour/year

Duties and Responsibilities.

Activity Planning

1 To provide a safe, creative and appropriate play opportunities including preparing activities,

organisation programmes and arranging equipment;

2 To ensure that all activities are carried out within an equal opportunities framework;

3 To undertake any necessary training including playwork foundation course;

4 To encourage community wide participation and activity planning and delivery.

Liaison

1 To help to develop and maintain good relationships and communications with parents to facilitate

day-to-day caring needs;

2 To encourage parental involvement and support through the development of effective

working relationships;

3 To consult with the children and involve them in the planning of activities.Supervision and care of children


22/81


23/81


24/81


5 To encourage a close liaison with schools and other related agencies.

Supervision and care of children

1 Supervise students and other volunteers that may be involved in the club;

2 Ensure that activities are carried out in a safe and responsible manner in accordance with

statutory responsibilities;

3 Ensure that food for the Nursery is carried out within the guidelines of the food safety act 1990,and is balanced and healthy in accordance with dietary requirements.

Direct Playwork

1 Ensure that a wide range of creative and enjoyable activities are offered;

2 Ensure that play meets the full range of children's individual and group needs.

Miscellaneous

1 To promote the aims and objectives of the school, and use as a guide for daily activities;

2 Be aware of Staff Policies and Practices;

3 To ensure the Nursery has a high standard of physical and emotional care;4 To ensure good standards of hygiene and cleanliness are maintained at all times;

5 To be responsible for the Health and Safety standards appropriate for the needs of the children;

6 To assist with the preparation and maintenance of materials, equipment;

7 Recording accidents in the accident book;

8 Ensure child is collected by someone known to the club;

9 To ensure the Nursery of a high quality environment to meet the needs of individual children from


10 To ensure confidentially of information received;

11 To be aware of the high profile of the club and to uphold its standards at all times;

12 To be involved in out of working hours activities, eg Training, Staff Meetings, Summer Fayre;

13 To undertake such other duties and responsibilities of an equivalent nature as may be

determined from time to time by the Manager.


25/81


Advert is ing the Vacanc y

Choosing the right method of advertising can make or break a recruitment process. You need toconsider who youre trying to appeal to, and how you think you can best reach them. Always takeadvantage of free advertising where appropriate, as paid advertising can be very expensive.

Free Advertising Across Devon

zero14plus provides a free advertising service for job vacancies relating to working with children inDevon and Torbay. Vacancies are advertised in the fortnightly-published zero14plus Working withChildren Jobs Bulletin, which is distributed to Devon Library Service, Jobcentres, Connexions andNextstep offices and many other centres, as well as to private recipients who have requested to beadded to the mailing list.

Unless otherwise stipulated, all vacancies are shared with Jobcentre Plus, which ensures that the detailsare accessible through the network of Jobcentre branches, as well on their website:www.jobcentreplus.gov.uk Vacancies are also featured on the zero14plus and DISC websites:

www.devon.gov.uk/zero14plus and www.devon.gov.uk/disc

Placing an Advert

The Job Vacancy Form on the next page can be completed and returned to Simon Twigg at zero14plus,by fax on 01392 385539, email [email protected] or post to zero14plus, Kingfisher House,Western Way, Exeter EX1 2DE. Please call 01392 385398 with any queries relating to the Jobs Bulletinor its vacancies.

Creat ing an AdvertWherever you advertise, the advert should include essential information about the job and type of personyoure seeking.

Youll need to include: An outline of what the job involves What the organisation does Essential elements of the person specification Some indication of desirable attributes The job location Hours, pay and other benefits

Contract length (where appropriate) How to apply


26/81


JOB VACANCY FORM FOR PROVIDERS

PROVIDER

NAME:

ADDRESS:

&

POSTCODE

JOBCENTRE EMPLOYER NUMBER: .

JOB TITLE:

NO OF STAFF NEEDED: JOB DURATION:

HOURS/ DAYS:

WAGE DETAILS:

JOB DESCRIPTION:

ie.

essential/ desirable skills what the job involves experience qualifications training available

JOBCENTRE PLUS VACANCY NO:

...

WHO PAYS FOR CRB CHECK? EMPLOYER EMPLOYEE

CLOSING DATE:

HOW TO APPLY: LETTER & CV EMAIL TELEPHONE

FAX IN PERSON OTHER .

CONTACT NAME:

TITLE OF CONTACT:

TELEPHONE:

FAX:

EMAIL:

I/we agree to this information being put on a database, to be used by the

Devon Early Years and Childcare Service for recruitment and audit purposes.

Job details will appear on the DISC website and in the printed Working With Children Jobs Bulletin.

I/we give consent for these details to be shared with Jobcentre Plus YES / NO

Signed: .. Date: .

Please return this form to Simon Twigg, zero14plus, Kingfisher House, Exeter EX1 2DE

Fax: 01392 385539 Email:[email protected]


27/81


SAMPLE ADVERTISEMENT - MANAGERLittle Tinkers After School Club, Anytown, Anywhere

Nursery Manager

Little Tinkers Nursery in Anytown offers high quality childcare and early years learningopportunities to 32 children between the ages of 0-5 years. Were seeking to recruit acommitted and experienced Manager to lead a small team.

Duties will include: Day to day management of the Nursery Planning activities, arranging resources and staff rotas Inducting, supervising and appraising 5 staff Parent/carer liaison Continuous monitoring of quality, standards, risk and inclusive practice in the Nursery

Its essential that you are qualified to NVQ Level 3 or equivalent in Early Years andChildcare and have at least three years experience within a Nursery setting. Previousexperience in management, and a working knowledge of the Birth to Three Mattersframework will be needed in this role. Ideally, youll also have enthusiasm and commitmentto maintaining the highest standards in childcare, with effective communication andmotivating skills, possess a good understanding of the OFSTED National Standards forunder 8s day care and childminding, and have a positive approach to teamwork.

Please apply in writing for an application form to the above address.

Closing date for the post: xx/xx/xx

Interviews to be held on xx/xx/xx


28/81


SAMPLE ADVERTISEMENT FULL T IME QUALI FIED NURSERY NU RSE

Little Tinkers After School Club, Anytown, Anywhere

The Nursery Requires aFULL TIME QUALIFIED NURSERY NURSE

The Nursery caters for 40 children between 6 weeks and five years and an Out-of-School-Club for 16 children aged between 4 11 years. The vacancy is with the under 2s.

You would:

Provide the children with a safe, secure and home-like environment Operate a keyworker system and liaise with parents, carers, and senior staff Plan, organise and implement a programme of activities to meet the needs of this age

group Work as part of a highly motivated and professional team

You must:

Hold an NVQ level 3 in Early Years Childcare and Education or equivalent qualification Have gained at least two years experience within a nursery setting Have proven organisational skills

In addition, youll need to be flexible and creative, with the commitment to provide first classchildcare.

Senior Position available for an experienced candidate.

Closing date for applications: xx/xx/xx

Please apply in writing with C.V. to above address.

The Nursery is an Equal Opportunities Employer


29/81


Set t ing T imesca lesThink carefully before placing your advert about the timings for the recruitment and selectionprocess. Firstly, youll need to consider whether or not you want to use a closing date forapplications. You might also wish to set dates in advance for the shortlisting and interviews,

which will ensure that the right people are available for participation on the shortlisting orinterview panels.

For example:

Advert goes out on 1st of the monthClosing date 14thShortlisting 17thInterviews 21st

The gap between shortlisting and interviews allows time for letters to be sent out, referencesto be sought where appropriate and other checks made. It also allows time for the applicants

to prepare for the interview.

The Appl icat ion ProcessWhat to give applicants

As a minimum, all applicants should be given: the Job Description the Person Specification Details about the workplace, including:

o number of placeso number of staffo opening hourso involvements of parentso number and timings of sessionso ownership/ management

Indication of the timing/ length of the recruitment process and start date an application form if youre using one

details of who applications should be sent to

Application Forms

The use of application forms standardises the process of collecting information fromapplicants, and makes comparison between candidates much simpler than using individualsCVs. It ensures that everyone has to the same opportunity to offer information on specifiedtopics, in addition to writing a supporting statement.


30/81


SAMPLE APPLICATION FORMLittle Tinkers After School Club, Anytown, Anywhere

Private & Confidential

Applications are invited from people from all sections of the community, irrespective of their marital status,sexuality, disability, race, colour, nationality, ethnic, national origins, or religion, who have the necessaryattributes to carry out the job.

Post applied for:

Full name:

Address:

Postcode:Tel number/s:

Email address:

Date of birth:

Do you have a full driving licence? Yes No

If yes, does it have any endorsements, ie. points? Yes

No

EDUCATION

Please give details of the educational qualifications you have achieved with dates:

Please give details of relevant short courses you have attended with dates:


31/81


WORK HISTORY

Name & address of employer From To Main Duties Reason for leaving

SUPPORTING INFORMATION (continue on a separate sheet if necessary)

Please indicate your reasons for applying for the post. You are also invited here to give any additionalinformation which you wish to have taken into account in support of your application, and to list hobbies,spare time activities, interests, membership of voluntary organisations etc.


32/81


REFERENCESPlease give name, address, telephone number/s and email address of two referees, one of whom shouldbe your present/most recent employer.References may be taken up before the interview, unless otherwise stated.

1. 2.

How did you find outabout the post?

DECLARATION

1. I acknowledge that an appointment if offered will be subject to satisfactory medical clearance.Currently I am in good health;

2. I declare that I have not been convicted of any criminal offence spent or otherwise (the post is exemptfrom the Rehabilitation of Offenders Act 1974);

3. I declare that the information given on this form is correct and understand that on appointment anymisleading statements or deliberate omissions will be regarded as grounds for disciplinary action.

Signature .. Date.

FOR PERSONNEL / SHORTLISTING COMMITTEE USE ONLY

Shortlisting Date

Shortlisted Y/N

Panel members

Date of interview

Comments


33/81


Shor t l i s t ing App l ican t sThe process of shortlisting ensures that you are only spending time interviewing thoseapplicants who meet the criteria required to do the job. Naturally, if no one of this levelapplies, it would be better to re-advertise that to appoint someone unsuitable.

Firstly, create a table listing the Essential and Desirable criteria for the post, with space forcomments and a score next to each criteria, (on a scale of 0-5 or 1-10, as you choose). Asyou work through each candidates application, you can identify, comment and score on theevidence given relating to the qualities youre looking for, to create an overall total score percandidate. This can be especially useful as a valuable memory prompt if you are handlinghigh numbers of applications.

Shortlisting should be done by all panel members, as previously mentioned, and usuallywork best when each member marks the applications separately and then a meeting takesShortlisting can be done in three easy steps:

Step OneDiscard all applicants who do not meet the Essential criteria of the Person Specification

Step TwoConsider how well the remaining applicants meet the Desirable criteria

Step ThreeRank candidates in priority or scoring order


34/81


I n te rv iewsInterviews offer the employer an opportunity to find out more about the applicant as aperson, to assess how they might fit with the existing team. Its also vital to be able to probestatements made in the application process, and to gain further evidence of experience in

key areas. Its also the candidates chance to find out about you as an employer, and to sellthemselves and their key strengths to you, as appropriate.

The key to successful interviewing is consistency. All candidates applying for one post mustbe asked identical questions, by the same panel of interviewers, ideally in the sameenvironment. This creates a level playing field where all candidates are given the fair andequal chance to respond to pre-set questions, and judged accordingly on the quality andfullness of their responses.

Many interview panels choose to use an Interview Grid: a table listing the pre-set questions,model answers and an opportunity to grade each answer. (Example Interview Grids areincluded in the pages to follow.) This not only acts as a useful prompt as to how fully each

question was answered, but also allows the panel to produce a total score for eachcandidate, which can be used when making the appointment decision.

Top Ten Interview Tips

1. At least two people should conduct all interviews, ideally those who havereceived the relevant training in interview techniques.

2. Structure the interview around a set of key questions to find out:o How well does the candidate fit the person specification?o Can the candidate do the work as its described in the job descriptiono Are there any unexplained gaps in the candidates work history?

3. Decide in advance which are the more and less important questions

4. Each interviewer should independently give each candidate a score on eachquestion

5. Compare notes afterwards with the other interviewer always allow 10-15 minutesfor this discussion after each interview as responses will still be fresh in your mind

6. Be prepared to adjust your scoring to give extra marks for positive things whichcome out of the interview which you had not previously considered

7. Use open questions, eg. how, when, why, where, who - these provoke moredetailed responses that questions which can be answered with a yes or noresponse

8. Include hypothetical or scenario-based questions, for example:What would you do if one child bit another? These can be very revealing andallows you to gauge how the candidate thinks thrown potentially problematicsituations

9. Give candidates the opportunity to highlight what they feel they can bring to thejob

10. Always invite candidates to ask questions at the end of the interview


35/81


SAMPLE REJ ECTION LETTERName and address of your setting

Name & Address of Candidate

Date

Ref: (POST)

Dear

Further to your recent application for the above mentioned post, I regret to inform you that onthis occasion you have not been shortlisted for interview.

May I take this opportunity of thanking you for the interest that you have shown in the abovepost and wish you success in finding suitable employment.

Yours sincerely

Manager


36/81


37/81


SAMPLE INTERVIEW QUESTIONSNURSERY ASSISTANT

Name of Candidate: Date:

Question Model Answer Comments & Score 1-6

Tell me a little bit aboutthe experience you havehad working with children

Note any relevant experience No score given

Explain what you thinkequal opportunitiesmeans?

Treat each child as an individual,respect race, religion, culture,gender. Treat all children & staffequally. Celebrate festivals.

What do you know aboutthe policies andregulations that governhow the Nursery is run?

Childs welfare and developmentis paramount, staff/child ratios,floor space, qualified staff,inspections, childs rights,parental partnerships.

How do you think youcould help to generatepartnerships betweenparents and Nursery?

Daily record sheets/diary, parentsevenings, fund raisers, access toinformation, parents notice board.

Team work is a veryimportant part of Nurserylife, how would youencourage this to happen?

Roles & responsibilities, valueeach others work, regular staffmeetings, planning ahead.

On a practical level howwould you ensure theHealth & Safety standardsare maintained in theNursery?

Check equipment regularly whengetting out and putting away.First aider on premises, riskassessment, good hygienepractices.

What do you feel youcould bring to the Nurseryin special interests andskills?

Enthusiasm, interest, training,individual, caring.

Why have you applied forthis post and why is itsuitable for you?

Opportunity to work withparticular age group, feelqualified for the position,enthusiastic and motivated, wantto develop experiences, want towork for The Company.


38/81


TOTAL SCORE

Your Name: ....

Feedback Comments: ...

Successful: Yes / No


39/81


SAMPLE INTERVIEW QUESTIONSNURSERY NURSE (2-3 YR OLDS)


Question Model Answer Comments & Score 1-6

Tell me a little bit aboutthe experience you havehad working with children?


Explain what you thinkequal opportunitiesmeans?

Treat each child as an individual,respect race, religion, culture,gender. Treat all children & staffequally. Celebrate festivals

How would you ensurethat the care of the 2 3yrolds meets their emotionalsecurity and developmentneeds?

Keyworker system, need for theirown items eg comforter. Goodcommunication with parents.Range of age appropriateactivities.

What does keyworkersystem mean to you?

Responsible for record keeping,communicating with parents,

changing and feeding. To ensurethe individual needs of the childare met.

What do you know aboutthe Children Act and itsimplications for theNursery?

Childs welfare and developmentis paramount, staff/child ratios,floor space, qualified staff,inspections, childs rights,parental partnerships.

Tell me what you knowabout Early Learning

Goals?

Six areas of learning, OFSTEDinspections, OFSTED registered,

foundation stage curriculum 3 6years.

How would you help togenerate partnershipsbetween parents andNursery?

Daily record sheets/dairy, parentsevenings, fund raisers, access toinformation, parents noticeboard.

Team work is a veryimportant part of Nurserylife, how would youencourage this to happen?


What computer skills do


40/81


you have?

On a practical level, howwould you ensure theHealth & Safety standards

are maintained in theNursery?

Check equipment regularly whengetting out and putting away.First aider on premises, risk

assessment, good hygienepractices.

How would you ensurethat you keep in touch withnew thinking anddevelopments in EarlyYears?

Nursery World, training, visitingother nurseries, member NDNAetc.

How would you encourageself-confidence andindependence in the

children?

Self selection, provide goodlearning opportunities, encouragechildren to put on own coats,

wash own hands, going to toiletetc.

How would you deal with achild who keeps biting?

Remove from the situation,comfort the other child, talk toparents and Nursery manager.

Why have you applied forthis post and why is itsuitable for you?

Opportunity to work withparticular age group, feelqualified for the position,enthusiastic and motivated, want

to develop experiences, want towork for The Company.

TOTAL SCORE

Your Name: ....




41/81


SAMPLE INTERVIEW QUESTIONSMANAGER


Question Model Answer Comments & Score1-6

Tell me a little bit about theexperience you have hadworking with children.


What do you knowabout about the way Ofstedinspect early years day care,based on the outcomes forchildren set out in the

Children Act 2004?

There are 14 standards which fitthese outcomes. 1. HelpingChildren to be Healthy,2. Protecting children from harmand neglect and helping them

stay safe, 3. Helping childrenachieve well and enjoy what theydo, 4.Helping children make apositive Contribution.5. Organisation.

Explain what you think equalopportunities means?

Treat each child as an individual,respect race, religion, culture,gender. Treat all children & staffequally. Celebrate festivals.

How would you ensure thatyou and your staff team keepin touch with new thinking anddevelopments in Early YearsEducation?

Training, Nursery World, child ed,visiting other nurseries,conferences, member of NDNA &other professional organisations.

The role of Manager is oftendescribed as the most difficultin any organisation can youtell us why you think that isthe case?

Staff support, route to proprietor,100 different jobs, diplomatic,motivating staff, change sides,very flexible, be prepared to worklonger hours, be prepared to goto staff functions, keep Nursery

fully booked, ultimatelyresponsible.

As a manager what do youfeel your role is with regard toparents?

Standards of care & education,initial contact role model,mediator if problem, point ofcontact, liaison, approachability,professionalism, empathy.

Tell me what you know aboutEarly Learning Goals?

Six areas of learning, OFSTEDinspections, OFSTED registered,foundation stage curriculum 3 6

years.


42/81


How would you help togenerate partnershipsbetween parents andNursery?

Daily record sheets/diary, parentsevenings, fund raisers, access toinformation, parents noticeboard.

Team work is a very importantpart of Nursery life, howwould you encourage this tohappen?


In this role, you will bemanaging a staff team. Whatexperience do you have inthis capacity, and whatchallenges can it present?

Problems can come from poorcommunication, suspicion, gossipand personality clashes.

On a practical level howwould you ensure the Health

& Safety standards aremaintained in the Nursery?

Check equipment regularly whengetting out and putting away.

First aider on premises, riskassessment, good hygienepractices.

What would you do if you sawa member of your staffdisplaying unacceptablebehaviour eg shouting at achild?

Reassure child, talk to staffmember privately, policy, reportto your manager.

How will you reconcile yourpersonal commitments withthe occasional extra dutieswhich are required? When do

you think these might occur?

Plan ahead for open evenings,meetings, staff recruitmentevents etc

Why have you applied for thispost and why is it suitable foryou?

Opportunity to work withparticular age group, qualified,enthusiastic, motivated, wantprogression, want to work withthe Company.

TOTAL SCORE

Your Name: ....




43/81


References and Check sChecking the Suitability of Potential Staff Members

Changes to the law from 3rd October 2005 mean that Ofsted no longer carries out checks on

all those who work in registered day care settings, to decide whether or not they are suitableto look after, or be in regular contact, with children. This process of checking the suitability ofnew staff has become the responsibility of the employer, or Registered Person.

To ensure that this change does not affect the standards of suitability checking previousoverseen by Ofsted, inspectors are now looking for evidence of a thorough and carefullymanaged recruitment and selection process in settings, with emphasis on appropriatechecks and vetting procedures to safeguard the children in your care. This includes evidenceof CRB checks, references, employment history, medical declaration, qualifications, andevidence of a robust recruitment and selection process, for each staff member. Ofsted willcontinue to manage the suitability checking process for managers and people wishing to setup new day care provision.

Ofsted inspectors will review the policies and procedures relating to staffing in your setting,with particular emphasis on verifying your processes for the following key areas:

References and Employment HistoryThorough and effective referencing of job applicants is one way to screen the suitability ofpotential recruits to work with children. It is good practice to take up a minimum of tworeferences which can account for the last two years, on any applicant you are consideringemploying.

Ex-Employer References Ex-employer references can offer essential insights into the applicants working history,

but sometimes its what it doesnt say that can cause concern. Where you have taken up a written reference, its strongly recommended that you

telephone to confirm receipt.

This creates the opportunity to ask additional questions about the candidate, which isespecially valuable if you have any doubts or concerns.

If youre seeking references after identifying the successful candidate from interview, averbal offer of employment subject to satisfactory references can be extended, whichenables you to revoke the offer if unsatisfactory references or other checks come to light.

Character References

In some cases, (for example, where the applicant is returning to work), it will not bepossible to seek ex-employer references. In such cases, at least two characterreferences must be sought.

These must not be obtained from family members or close personal friends, butpreferably from people who know the individual in a professional capacity.

Details of reference contacts should be obtained at application stage, and wherepossible, references should be obtained prior to holding interviews.

Medical declaration

A health questionnaire, (see attached example) should be sent with the job details andapplication form and returned in a sealed envelope. The contents should not be readuntil shortlisting has taken place, to avoid any potential discrimination relating to

selection of interviewees.


44/81


Qualifications

Ask all candidates to bring their certificates and personal portfolio with them to interview,and take photocopies (where possible) of relevant training-related certificates.

Once a verbal offer of employment has been extended, you could then verify anycertificates which you might be unsure about, with the appropriate Awarding Body.

Evidence of a robust recruitment and selection processYoull need to demonstrate good quality, comprehensive and clearly written policies on howyour setting approaches recruitment and selection of new staff, and how the checking ofsuitability is handled. The following table may provide some useful insights into goodpractice indicators for Recruitment, Selection and Retention processes.

Recommended Good Practice indicators

Recruitment Policy/plan:

Demonstrate an organised approach to planning recruitment Written policy on the Recruitment & Selection Process,

including shortlisting, interview and referencing/ screeningprocedures

Advertising how, when and where? Timescale plan for recruitment process Written policies on Equal Opportunities relating to staff

Job description Title Line management Specific duties

Job Specification Essential and desirable criteria required to fulfil the duties of

the post

Staff terms andconditions

Name and address of employer and employee Job title Date employment began Wage details: how much, when and how paid? Pension, sick leave, maternity/paternity arrangements/

entitlements Holidays and bank holidays Notice period on both sides Grievance and appeal procedures

Disciplinary process Approved and signed copies

Retention policy: Induction: when, how and why? Induction checklist signed by new employee Supervision: when, how and with who? Appraisal process, including template or forms used

Staff development andtraining

Evaluating learning/ Training Needs Analysis Staff personal development or training plans Planning and supporting training and development

opportunities Qualification training


45/81


Accessibility to InformationAn organised approach might mean that you keep a confidential file with details of each ofyour existing staff members, to include important information such as:

original application form/ CV personal contact details, and details of who to contact in an emergency

a copy of recent photographic ID photocopies of certificates for qualifications and short courses references, including details of when and how they were obtained medical questionnaire details of their CRB disclosure number and date of issue. (Please note: you are

not permitted to retain or photocopy another persons crb disclosure.) supervision and appraisal forms

personal training and development plans other information which would show a comprehensive record of each staff

members employment with yourself

Other Important Checks:

Identity ideally with a photograph, eg. passport, photo driving licence

Employment history & Experience use open questions at interview to explorethe applicants working history, and ask about reasons for leaving each role

Right to work in the UK youre legally charged to check that your newemployee is permitted to work in the UK. Evidence can range from a P45/P60, fullBritish passport, or passport or identity card from the European Union amongothers. Refer to the Useful Contacts section for the Home Office contact details.

Suitability to Work with Children - Willingness to undergo an EnhancedCriminal Records Bureau check please refer to next section.

Its worth noting that a previous criminal conviction does not necessarily exclude anapplicant from being suitable to work with children. You may need to check thecircumstances that led to a particular conviction or caution.

CRB Checks and Disqualification

Ofsted has contracted three organisations to countersign subsidised CRB disclosure

applications from staff in day care settings. As youll be asked to enter into an agreementwith the organisation you choose for your CRB checks, you are advised to make earlycontact with them, so that paperwork is dealt with prior to requesting any CRB checks. Thethree organisations contact details are:


46/81


Nestor Primecare Services Ltd77 Denmark Hill, London SE5 8RSTel: 0845 602 1759 Fax: 020 7434 9216Email: [email protected] Website: www.criminalrecordsagency.co.uk

TMG CRB3 Wilford Business Park, Ruddington Lane, Nottingham, NG11 7EPTel: 0115 969 4600 Fax: 0115 969 1307Email: [email protected] Website: www.tmgcrb.co.uk

Capita Education Resourcing (CER)Walsh Court, 10 Bells Square, Trippet Lane, Sheffield S1 2FYTel: 0870 850 2516 Fax: 0114 275 5800Email: [email protected] Website: www.capitaers.co.uk

Disqualification WaiversSome people are not allowed to work with children because they are disqualified from doingso. It is an offence to employ someone who you know is disqualified from working withchildren. However, people who are disqualified may still work with children by applying for awaiver from Her Majestys Chief Inspector (HMCI). If you want to employ someone who isdisqualified, or discover that someone you employ is disqualified, you must inform Ofstedimmediately. The person must apply to Ofsted to have the disqualification waived, andOfsted will make a decision about whether or not proceed with a waiver. However, if Ofsteddoes waive the disqualification, the employer must still carry out the other recommendedchecks and vetting procedures to confirm that persons suitability to work with children.

Please note: Ofsted cannot waive a disqualification for people who are included onthe Protection of Children Act list.

Ofsted and the Criminal Records Bureau, (see Useful Contacts section), can provide youwith more information about disqualification, which typically relates to offences againstchildren, specific types of violence against adults, being included on the Protection ofChildren Act List of persons considered unsuitable to work with children, or Dfes List 99. TheEnhanced CRB checking process is designed to check names against these criteria tohighlight people who are unsuitable to work with children.


47/81


SAMPLE REFERENCE LETTER AND FORMConfidential

Address of Setting

Address of Referee

Date

Re: (Name of Applicant being referenced)

Dear

The above named has applied for the position of . at our Nursery, and hasprovided your details as a contact for reference purposes. Please find enclosed a JobDescription and Person Specification, which I hope will enable you to make specificcomments about this applicants suitability for the post.

Please find enclosed a reference form, which I would appreciate if you could complete andreturn to me at the above address, as soon as possible.

The information you supply will be treated in the strictest of confidence and in accordancewith the Data Protection Act 1998.

Many thanks in advance, for your cooperation.

Yours sincerely

Manager


48/81


EX-EMPLOYER REFERENCE FORM

Name of Applicant: ...

Post Applied for: ...

Please answer the following as fully as possible:

1. How long have you known the applicant?

2. Dates of employment:

3. Position held in your organisation:

4. Relationship with applicant, eg. former line manager, colleague, personal friend etc

5. Duties:

6. Having read the job description and seen the personal specification, please explainbelow why you feel this candidate is suitable for the post and what contribution they willmake

7. In your experience has the applicant the ability to maintain confidentiality?

YES/NO

8. If no, please give evidence


49/81


9. Is there any reason to your knowledge why this applicant should not work in an earlyyears setting?

YES/NO

If you have answered yes, please give reasons

10. How many days sickness absence did this individual have in the last 12 months ofemployment and on how many occasions?

11. Has this individual ever been subject to a formal disciplinary / capability procedure duringtheir employment with you?

YES / NO

12. If yes please indicate reasons and level of disciplinary / capability action taken

13. Would you re-employ?YES / NO

If no please give your reasons below

14. Is there anything not already covered that you feel should be mentioned?

Please use a separate sheet if you have any further comments.

Declaration

I confirm that all the information supplied is a true and correct record of the above namedindividuals performance with our organisation.

I do not wish this information to be disclosed to the candidate I have no objections to this information being disclosed to the candidate

Signature Print

Date Position


50/81


Next S tepsHaving obtained references and completed interviews, you should now confirm your offer ofemployment in writing, to the successful candidate. It is also necessary to inform theunsuccessful applicants, and if possible, offer them the opportunity to gain valuable

feedback which may help them in their next interview.

Agree a start date and consider what adjustments specific to the post you may want to maketo the standard induction procedure used by your setting.


51/81


SAMPLE UNSUCCESSFUL AT INTERVIEW LETTER

Name and address of your setting


Date

Ref: (POST)

Dear

Further to your recent interview for the above mentioned post, I regret to inform you that onthis occasion you have not been successful.

If you wish to discuss this matter with me in order to obtain feedback, please contact me on(telephone number and/or email).

May I take this opportunity of thanking you for the interest that you have shown in the abovepost and wish you success in finding suitable employment.

Yours sincerely

Manager


52/81


SAMPLE J OB OFFER LETT ER


Date

Ref: POST

Dear

I am writing to confirm my offer of a position at as a .The hours will be per week daily. This position is offered

subject to satisfactory references and completion of the three-month probationary period

during which time your performance will be reviewed.

This is a permanent position and you will therefore be entitled to all staff benefits. Your

starting date will be . You will be paid at a rate of per hour. Your salary will

be paid directly into your bank account on the of each month. You will be

entitled to days holiday per year pro-rata, plus Bank Holidays. The Holiday year runs

from Jan 1st - Dec 31st.

Please find enclosed clearance forms which I would be grateful if you could complete and

return to me as soon as possible.

We are all looking forward to working with you and hope you will soon feel part of the team.

If you have any questions, please contact me.

Yours sincerely

Manager


53/81


HEALTH DECLARATIONThis information is required in order to confirm your suitability to work with children atXXXXXXXXXX. It will be held in the strictest confidence, in accordance with The DataProtection Act 1998. Please complete your health declaration fully.

SURNAME

FIRST NAME(S)

DATE OF BIRTH

HOME ADDRESS

TEL. NO/s

EMAIL ADDRESS

1 Your Current State of Health

Are you currentlyattending a doctors surgery or hospital? YES NO

If Yes, please give details:

2 MedicationAre you currentlytaking any medication or receiving any other form of treatment froma doctors surgery, hospital or other medical practitioner?

YES NOIf Yes, please give details:


54/81


3 Problems/ ImpairmentsDo you suffer, or have you suffered, from any medical conditions which significantlyaffect the following, (please tick):

SightHearingWalkingAbility to climb stairsAbility to bendAbility to lift and carryStamina

If Yes, please give details:

4 Absence from WorkHow many days have you been absent from employment due to illness over the pasttwo years:

Reasons for absences:

5 Previous EmploymentHave you ever been retired or had your contract of employment terminated with apast employer due to ill health?

YES NOIf Yes, please give details:

I confirm that the information I have provided is a true representation of my medicalhistory, both past and present.

Signed Date

Print Name


55/81


56/81


Sample Dress Code Pol ic y

The following dress code has been designed to provide guidance on acceptable dressduring business hours. This aims to ensure that all staff are smartly and professionally

presented to parents/carers, children and colleagues.

1 The uniform consists of a polo shirt and sweatshirt worn with a skirt or trousers.Jeans of any colour or type are not permitted, and skirts (or shorts during warmermonths) must be knee-length or longer.

2 Uniform must be worn at all times. The Nursery will provide all staff with 2 polo shirtsand 2 sweatshirts annually. Staff may purchase extra sets at a reduced price.

3 Sensible footwear, with heels no higher than one inch. It may be appropriate to bringindoor shoes.

4 Long hair must be kept tied back at all times.

5 Nail varnish must NOT be worn.

6 Rings, earrings, piercings and any other jewellery must be kept to a minimum.

7 Tattoos must be kept covered.


57/81


Sta f f Reten t ionKeeping experienced and valued staff in your setting is vital to the success of your business.Good management practices can assist in improving staff skills, morale and motivation, toensure that you are doing everything possible to make working in your setting a rewarding

and enjoyable experience for staff.

Induc t ionInduction is the process of familiarising a new employee with their jobs and the way thingswork over the first few weeks. Its an opportunity to give them all the information they need tostart settling in to the team, so that they can begin to work effectively in as short a time aspossible.

As a minimum, an induction should include:

showing the new recruit where everything is and what happens in which area explaining how they fit into the organisation as a whole, and their immediate work

team health and safety information more general background information about the organisation and its values a clear outline of what the job involves and whats expected of them a statement of terms and conditions pay and leave arrangements an agreed training plan, both long and short term an opportunity for shadowing or working alongside an existing staff member

Probat ionary Per iodIts useful to set a formal probationary or trial period, to allow time to see how the newemployee settles in to the new role, whilst giving you some protection if problems arise. Aminimum of three months is recommended as a trial period, which begins from the first dayof employment. At the end of the period, if the employees work is satisfactory at that point,you can confirm their appointment. If not, you can extend the probationary period to allowthe employee more time to reach the required standards with further training and support, orterminate the employment if you feel no further improvement can be made.


58/81


59/81


Others DiscussedY/N

Comments

Policies and procedures

Standards of behaviour

Standard of work

Customer care

Private telephone calls

Signed Member of staff

Date

Signed Manager


60/81


Staf f Regis t ra t ion Form

Full Name

DOB

Address

Postcode Tel No:

Emergency Contact

Name

Relationship

Address

Postcode Tel No:

Banking Details

Account No: Sort Code

Account Name

Bank Address

Postcode

Tel No/s:

National Insurance No


61/81


Communica t ionOne of the most important ways of improving the performance and commitment of staff isthrough effective communication. In any childcare setting, it is the Managers role to pass oninformation, instruction and guidance. If not, information will still spread via the grapevine,

but is likely to be inaccurate and incomplete, which can lead to misunderstanding andsuspicion. Such situations can cause serious rifts between staff members, or separation ofthe decision-makers from the rest of the workforce. This can easily be avoided throughholding regular staff meetings, placing information into a staff folder, and generally takingtime to talk and listen to staff.

Superv is ionUsually in the form of a once-monthly, one-to-one meeting between staff member and linemanager, supervision creates an opportunity to review practical aspects of the staffmembers work. This could include:

offering practical advice giving positive feedback when things are going well early identification of issues or problems seeking ways to find practical solutions monitoring training and development progress reviewing appraisal goals every 3 months

Generally, more experienced staff will require less frequent supervision sessions than newstaff members.

Appra isa lAppraisal is a way of recording an assessment of an employees performance, potential anddevelopment needs on an annual basis. Typically, it is carried out by the persons LineManager, although in some cases, other individuals such as committee members may beinvolved.

This process is central in enabling a staff member to understand what expectations havebeen, and will be, placed on their role in the past and coming year. It creates an opportunityto review performance and development, to identify reasons why some targets have not

been achieved, and to praise for those which have been exceeded.

An appraisal should be reviewed after six months. This means that progress can bemonitored and adaptations made if targets are unrealistic.


62/81


63/81


Dress Code

What parts of your job do you:

Do best

Do less well

Have difficulty with

Fail to enjoy

Describe your relationships with:

Other staff?

The children?

The parents?

Your employer?

Targets for Next Year:What is to be achieved, by when, and how will you know when its done?

Development Plan for Next Year:

What you need to learn, how you will achieve it and who will support you?

Career Plan: what are your career ambitions and how can your employer help you toachieve them?


64/81


Any other comments?

Signatures

Signed (you)

Date

Signed (your manager) ...

Date

Signed (your managers manager)

Date


65/81


The Contrac t o f Employm entThe Law requires that employers give their employees a written statement of terms ofconditions, including matters such as pay, hours of work, disciplinary rules and so on. AContract of Employment will exist as soon as the employee begins work. If the terms and

conditions of employment are not confirmed in writing at this stage the potential for confusionand, in rare cases, disagreement will exist.

The Wr i t t en Sta t ementBefore you begin to compile your own Written Statement for your employees there are a fewthings to bear in mind.

Keep it simple: Write straightforward English and dont use jargon or legalistic language.

Tailor it to your own needs: The sample Statement given in this document is only anexample that should be adapted to suit your own organisation.

Refer employees to other documents where permitted: You are allowed to referemployees to other documents covering issues such as sickness, pensions and certaindiscipline and grievance matters.

For a small organisation with few employees it may be easier to contain everything withinone document. A larger organisation with more detailed working practices may find it easierto have a company handbook or separate documents held in a central location thatemployees can access easily. Either way, the important thing to remember is that thedocument must reflect the employment relationships in your organisation.

Legally, the written terms and conditions should include:

Employers and employees name Job title or brief job description Date employment began Date on which the employees continuous period of employment commenced Place of work and address of employer

Amount of pay, how frequently paid and by what payment method Hours of work Holiday pay, sick pay, pension and maternity/paternity pay arrangements

including entitlement to public holidays Notice period Expected end date if the role is temporary or fixed term contract Grievance and appeal arrangements Disciplinary rules Any collective agreement


66/81


Example o f a Wr i t t en Sta t ement(Employment Cont rac t )

All the following items must be covered within the written statement. The sections in bolditalicsare notes for your consideration, which must be deleted before you use the template.

Name of Employer .......................................................

Address of Employer

...

...

Name of Employee ......................................................

Address of Employee

COMMENCEMENT OF EMPLOYMENT/ CONTINUOUS EMPLOYMENT

Your employment with the company began on ......

If you have taken over an existing establishment then its likely that you will inheritthose staff working there prior to the take over, in such cases you should insert thefollowing into your statement.

Your previous employment does / does not count * as part of your continuous period ofemployment. (* Delete as applicable)

JOB TITLE

You are employed as a .....................................................

JOB DESCRIPTION

Your duties include .......................................... but you will alsobe expected to undertake other reasonable duties as requested by your senior staff.

A brief outline of the range of duties required would suffice although you may preferto issue a fuller Job Description. Consider what level of flexibility regarding otherreasonable duties might apply to this post.


67/81


PAY

Your rate of pay is ...........................................................

You are paid at ................................................. intervals

Payment is made by

Do you pay in arrears?

On what day of the month / week is payment made?

Any bonus schemes in operation?

Any other benefits eg. luncheon vouchers, clothing allowance, etc

If items such as bonuses or other benefits are available, it is advisable tocover these in detail in a separate section.

OVERTIME

If overtime is payable then state the rates and when applicable eg outside normalworking hours during the week, weekend working etc.

Also state the rules of receipt eg when, who authorises, what happens if the employeeis absent due to sickness or holiday during the week?

How much notice of overtime will be given? Is it compulsory?

If you wish to offer time off in lieu as an alternative to overtime payments thensimilarly state the rules of receipt and how it is to be recorded.

Remember part time workers, how will these rules apply to them? Do you need tohave different rules and entitlements for part time workers and remember legislationexists to protect part time workers against discrimination so your rules should notprovide terms that are worse for part time workers in comparison to full time staff.

Finally if you do not pay overtime or provide time off in lieu for additional hoursworked then state this quite clearly in the section covering hours.

DEDUCTIONS FROM PAY

An employer is not allowed to deduct money from an employees wages without thewritten agreement of the employee covered either in the Contract/Written Statementor in a separate document.We would suggest the following statement is inserted.

It is a condition of employment that if overpayments of items such as salary, holiday pay orsick pay occur the company reserves the right to deduct outstanding sums owed by you fromyour wage or final wage payment.

Any employee who abuses resources, tools, equipment or corporate clothing will be requiredto contribute to the cost of repair or replacement that will be deducted from wages.


68/81


HOURS

Your hours of work are ....................................................

Or if more flexibility is required the following is a good example.

The Nursery is open from .. am to pm, Monday to Friday. Your hours arebased round the current shift / roster system as notified by senior staff.

Your are normally required to work ................ hours per week, however the nature of thebusiness requires flexibility and you may be required to work outside of these hours ifnecessary.

All members of staff are required to attend ALLstaff and planning meetings, parentsevenings, and seasonal events.

Remember to insert a clause about working additional hours if overtime is not paid.

Under the Working Time Regulations an employer is required to take all reasonablesteps to ensure that workers do not work more than an average of 48 hours a weekover a 17 week period. However, individuals may choose to agree to work more thanthe 48 hour average weekly limit. If they do so the agreement must be in writing andmust allow the worker to bring the agreement to an end. Young workers, thosebetween 16-17, are subject to different rules.

A worker is also entitled to a rest period of 11 consecutive hours between eachworking day; to an uninterrupted rest period of not less than 24 hours in each 7 dayperiod and to an uninterrupted break of 20 minutes when daily working time is more

than 6 hours.

HOLIDAYS

Under the Working Time Regulations a worker who has been continuously employedby the employer for 13 weeks is entitled to a minimum of 4 weeks paid holiday peryear. This can include Bank, Statutory or Public Holidays of which in a normal yearthere are 8.

You may wish to provide terms and conditions that exceed the above and we would

suggest the following as an example:

You are entitled to 20 days holiday per year. In addition the Nursery will close on Bank,Statutory and Public Holidays and staff will be paid for such days that will be specified at thestart of each Holiday year. Unnotified absence on the last working day prior to, or after, suchdays will result in non payment of Holiday Pay.

The Holiday year runs from to ...Staff who are appointed within a holiday year or leave within a holiday year will have theirentitlement calculated pro rata to their length of service within that holiday year.


69/81


70/81


PENSION ARRANGEMENTS

You should insert you company policies on pensions here. Depending upon its size,the company should ensure that a stakeholder pension scheme is available for itsemployees and state clearly in the Written Statement the name of the pensionprovider and contact details for further information.

NOTICE ON TERMINATION OF EMPLOYMENT

Notice requirements are laid down in legislation but employers can insert noticeterms in excess of the statutory minimum if you wish, but these must not have theeffect of being less favourable than the statutory limits. The most common noticeperiod is one month.

Statutory minimum notice requirements are as follows:

By the employer to the employee

1 week after one months service2 weeks after 2 yearsa week for each complete year of service to a maximum of 12

By the employee to the employer

1 week

Most individuals will expect to give and receive one months notice and such a timespan will enable you to plan and arrange staffing levels efficiently as well as

facilitating the recruitment of replacements. Are statutory minimum entitlementssufficient? Having longer periods of notice in your own contract might be good intheory but think about the potential real life consequences of doing this.

THE GRIEVANCE PROCEDURE

Employers must refer to the existence of the company grievance procedure within thewritten statement and have a choice as to whether they reproduce the grievanceprocedure in full or refer to another document. We would suggest that you insert thefollowing statement.

It is important for the company and all employees that any grievance is brought to lightquickly and dealt with expeditiously. If at any time you have a grievance that cannot becleared informally you should raise it formally in writing with your immediate line manager.Full details of the complete procedure are set out in Appendix A to this document.

COMPANY RULES AND POLICIES

Every company has rules, regulations and policies that apply to all employees within theorganisation. Some will incorporate these into the contract or written statement but this canmake the document very large and complex and mean that the employee may be unlikely toread and understand what is given to them at this early stage. We would suggest that youinsert the following brief statement.


71/81


Appendix B to this document sets down rules which employees are expected to observe inorder to ensure that reasonable standards of behaviour are maintained.

THE DISCIPLINARY PROCEDURE

Similarly employers must also refer to the existence of the company disciplinaryprocedure and can choose to reproduce the disciplinary procedure in full or refer toanother document. We would suggest that you insert the following statement.

If management consider that company rules are not being adhered to, or that any employeeis failing to fulfil his/her performance requirements in a satisfactory manner, then action maybe taken under the companys disciplinary procedure. Details of this procedure are set out inAppendix C to this document.

Issued on behalf of the company by

......................................................................................................................

Received by

......................................................................................................................

Date

.................................................................................................................................

Note that no statement is necessary that the individual accepts or agrees to the terms as theactual process of work etc signifies their acceptance. A signature denoting receipt is all thatis necessary.


72/81


Appendix A GRIEVANCE PROCEDURE

The individual needs to feel that his or her grievance is receiving a fair hearing at each stage

Documents

Recruitment Selection Guidance